Upload analysis codes to iCompleat using our handy templates

If you're using iCompleat with the Universal Connector, you need to manually upload and manage your reference data in iCompleat.

Your reference data includes the order and invoice fields such as supplier details, account codes, tax codes, locations, departments, and currency codes.

You can download reference data templates from iCompleat, populate them with your codes, and then upload them to the Reference Data area.

Follow the steps below to upload your reference data, then scroll down a little further to see examples of reference data and get formatting tips.

 

Download the Reference Data templates

We have Excel templates for uploading your reference data to iCompleat. You'll need to use a separate spreadsheet for each analysis field, such as Account codes, Departments, Tax codes, Suppliers, etc.

You can also upload your reference data as a .csv file. Just make sure it's in the same format as our spreadsheets.

To download the reference data Excel templates, follow these steps for each reference data code.

 

1. On the homepage, click Configuration.
2. Click Reference data.
3. Select the reference data field you need an Excel template for from the drop-down.
4. Click the link in the text to download the relevant reference data Excel template.
5. Repeat these steps for each reference data field you want to add to iCompleat.

 

Upload your reference data

Once you've downloaded the spreadsheets, populated them and saved them to your computer, follow these steps to upload them to iCompleat.

 

1. In the Reference data area, select the field on the left that you'd like to upload data to.
2. On the right, click Select file to import, and find the file on your PC.

   Or, find the file on your PC, and drag and drop it in the Import area.

3. The on-screen spreadsheet updates to reflect the reference data on your spreadsheet.

   Ensure there are no empty cells (they will be highlighted red).

4. Click Save.
5. When the green notification appears confirming your codes are updated, you can select another reference data field to upload your next spreadsheet.

If your reference data ever changes, you should update it on the spreadsheet saved to your computer, and then re-upload the file to iCompleat. Every time you upload a spreadsheet it replaces all the previous data.

 

Reference data examples

Account Codes

Each account code should be formatted in two columns:

• Column A - The account code
• Column B - A descriptive name

 

Suppliers

Tax Codes

Each tax code should be input across 3 columns in the following order:

• Column A - Tax code
• Column B - Descriptive name
• Column C - Tax rates

 

Currency Codes

Each currency code should be formatted across 3 columns in the following order:

• Column A - Currency code
• Column B - Descriptive name 
• Column C - Rate

 

Create an analysis field

You can create additional analysis fields to use a wider variety of reference data in iCompleat. You might use this to code extra information on invoices and orders, like project names or locations.

With additional analysis fields, you can include 2 pieces of information per item:

• Column A - Analysis code
• Column B  - Descriptive name

 

To create an extra analysis field, follow these steps:

 

1. In the Reference data area, click the plus (+) button to the right of the drop-down.
2. Choose some basic settings for the analysis field. including:

   i. A Name.

   ii. Whether the field will be optional or mandatory on transactions (use the toggle).

   iii. Whether the field will be at header or line-level (select from the drop-down).

   When you've made your selections, click Create.

3. Click Create.
4. Click to download the analysis code spreadsheet. and populate it using the codes and names of your analysis field items.
5. Click Select file to import, and find the file on your PC.

   Or, find the file on your PC, and drag it into the Import area.

6. When the on-screen spreadsheet updates and is populated with your data, click Save.

 

 Still got questions? Comment below and let us know how we can improve this article.